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Value Of State Cooperative Contracts

Value Of State Cooperative Contracts. Value of State Cooperative Contracts Lower Prices Combined Purchasing Power = Lower Prices Higher Quality Goods/Services Large Spend Volume = Leverage to Dictate Higher Quality 3. Stronger Contract Terms & Conditions

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Value Of State Cooperative Contracts

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  1. Value Of State Cooperative Contracts

  2. Value of State Cooperative Contracts • Lower Prices Combined Purchasing Power = Lower Prices • Higher Quality Goods/Services Large Spend Volume = Leverage to Dictate Higher Quality 3. Stronger Contract Terms & Conditions Approved by A.G. Protect Utah Governmental Entities • Superior Maintenance/Service Large & Small Agencies Receive the Same Excellent Service 5. Reduced Staffing Expense Centralized Purchasing at State Purchasing Reduces Staffing Expense for All Governmental Entities 6. Utah-Based Business on State Contract Some Cooperatives Freeze Out Utah Companies 7. Protect Against Procurement Fraud Illegal Kickbacks, Buying Without Competition, Conflicts of Interest

  3. State Contracts Provide Lower Prices • Utah State Contracts are some of the very best in the nation. Surveys have repeatedly concluded that State Purchasing’s cooperative contracts have pricing better than those of other states and other purchasing cooperatives. • KPMG: WSCA Office Furniture vs 18 states and 3 cooperatives 1. WSCA is a strong, competitive contract, that clearly wins against the other states and cooperatives in many categories. . . 2. WSCA’s minimum discounts are more competitive across the four manufactures (Allsteel 22% better than Connecticut’s system furniture contract; Herman Miller 28% better than Arizona’s systems furniture contract; HON 27% better than Nevada’s systems furniture contract). 3. Given a state’s likeliness to purchase furniture in smaller increments, the measure of minimum discounts shows the best value to a state.

  4. State Contracts Provide Lower Prices • Pricing on state contracts is guaranteed for all governmental entities throughout the state for the duration of the contract. • State contract pricing = full life cycle pricing that includes all fees, warranties, customer service agreements and components including systems that may be purchased later. • Problems encountered by not using state contracts: Bait & Switch tactics where an item is initially priced incredibly low however down the road agencies experience extraordinarily higher prices for maintenance, service agreements, system upgrades and components. WSCA Small Package Delivery “The WSCA contract for Small Package Delivery has the very best pricing UPS has ever offered. Without the combined purchasing power of all WSCA states, UPS would not have offered the discount pricing WSCA received. No single state could ever have achieved these discounts.”

  5. Value of State Contracts Table Showing the Impact of a 10% Price Increase to Governmental Entities if State Contracts Did Not Exist State Agencies 10% x $349 million = $34.9 million Public Ed 10% x $105 million = $10.5 million Higher Ed 10% x $108 million = $10.8 million Cities 10% x $84 million = $8.4 million Counties 10% x $54 million = $5.4 million Service Dsts 10% x $20 million = $2.0 million Total Cost Savings $72 million Note: Some industry experts predict that public entities in Utah would pay 20% to 30% more if State Contracts (including WSCA) did not exist.

  6. Cost of Conducting a Procurement • Cost To Obtain Quotes = $100 to $500 • Cost To Conduct A Bid = $1,000 to $5,000 • Cost To Conduct An RFP = $10,000 to $20,000 • Cost To Negotiate Ts/Cs = $5,000 to $30,000 Without State Contracts, public entities in Utah would incur the expense of conducting thousands of quotes, hundreds of bids and dozens of RFPs. They would also incur the expense of negotiating contract terms & conditions for every quote, bid and RFP.

  7. State Contracts = Full Array of High Quality Items “Lower priced” items are often: (a) Inferior quality & do not meet the state standards; (b) Closeout/discontinued = no warranty or service agreement; (c) Laden with hidden charges, not counted in “lower price.” (shipping, assembly, maintenance & service charges, etc.) Full Array of Goods and Services Vendors claiming that they can “beat the state contract price” typically only offer a small percentage of the total number of items available on state contract. Cost/Benefit analysis shows that it is more cost effective to conduct a single procurement for a contract with a wide array of like items (within a specific industry) than to conduct dozens of separate procurements for contracts with very few items.

  8. State Contracts = Stronger Contract Terms & Conditions • Contract terms and conditions on State Contracts are drafted by the Attorney General’s Office to protect the legal interest of governmental entities in the State of Utah • Contract terms and conditions are continually upgraded and refined based on “lessons learned” from the thousands of contracts issued by State Purchasing • Stronger Ts & Cs can only be achieved via the leverage of cooperative contracting(large $ spend volume and large # users) Example: WSCA Tires and Tubes Contract Manufacturer’s Ts & Cs = Replacement value of Defective Tire Negotiated Contract Ts & Cs = $1 million bodily injury $1 million property damage $1 million personal injury

  9. State Contracts = Superior Maintenance & Service Agreements The large volume spend on state contracts enables State Purchasing to negotiate for improved maintenance agreements and better service plans. Moreover, without the leverage of state cooperative contracts, government agencies in remote areas are a very low priority in terms of customer service (maintenance and service). Buying from state cooperative contracts makes all governmental agencies, regardless of location, a high priority customer. - Small Agency = High Priority Customer - Large Agency = High Priority Customer Note: Assistant Attorney General stated that in many cases stronger contract terms and conditions and superior maintenance and service agreements are More Important Than Price!

  10. State Contracts = Compliance With Procurement Code All state cooperative contracts are in full legal compliance with Procurement Code Headlines From Across The Nation County Auditor: “Contracts Geared to Protect Engineer’s Interests Instead of Taxpayers.” State Auditor: “A state agency that handled hundreds of millions of dollars in state contracts didn't follow proper bidding procedures, failed to keep accurate records and may have awarded a $13.8 million contract to a company that shouldn't have received it. . .” Auditor General: “Board failed to adhere to state procurement procedures in awarding $7 Million in contracts. . .”

  11. State Contracts Reduce Personnel Expense Table Showing The Added Annual Personnel Costs to Utah Public Entities if State Purchasing Didn’t Centralize Purchasing Through State Via Cooperative Contracts Public Ed 39 Districts (1FTE) x $70,000 = $2.7 million Higher Ed 15 Schools (1 FTE) x $70,000 = $6.4 million Cities (over 5,000) 83 Cities (1 FTE) x $70,000 = $5.8 million Cities (under 5,000) 160 Cities (1/2 FTE) x $26,000 = $4.1 million Counties 29 Counties (1 FTE) x $70,000 = $2.0 million Total Added Cost Per Year $21 million

  12. State Contracts = Opportunities For Local Vendors Unlike contracts promoted by other purchasing cooperatives, State Contracts provide local, Utah-based businesses, with an opportunity to bid and receive State Contracts and make sales to public entities in Utah. Number of Utah-Based Vendors on State Contract = 461 Total Spend on State Contracts with Utah Vendors = $94 million Note: Most WSCA contracts allow Utah-based businesses to bid. Example: Industrial Supply = WSCA MRO Contract

  13. National Firms on State Contract Create Thousands of Utah Jobs and Pay Utah Sales Tax Example #1 (Maintenance Repair and Operations Contract) W.W. Grainger, Inc. is a supplier of facilities maintenance products on State Contract. They have been part of the Utah business community since 1948 with 2 locations in Utah. Grainger employs 70 Utah residents and pay approximately $1.5 million annually in sales tax to the State of Utah. Example #2 (Office Supplies Contract) Office Depot, Staples and Office Max are suppliers of office products on State Contract with 37 stores located throughout Utah. Together these three firms employ over 600 Utah residents and pay over $10 million annually in sales tax to the State of Utah.

  14. State Contracts Protect Against Procurement Fraud Auditor General - Savings Would Be Realized by Following Procurement Rules “DABC employees have made purchases without properly obtaining competing bids for items over $1,000, resulting in excess costs to the state.” No Bids With Bids Item Price Paid Lower Price Potential Savings % Savings Shelf Talker $1,440 $720 $720 50% Warning Signs $2,650 $1,918 $732 28% Store Supplies $1,458 $1,164 $294 20% Receipt Paper $4,394 $3,621 $773 18% Without State Contracts, Public Entities in Utah Would Pay Significantly Higher Prices

  15. Cities $84 million usage (voluntary use) State Agencies $349 million usage (required use) Counties $54 million usage (voluntary use) State Purchasing 700 Cooperative Contracts $720 Million Total Usage School Districts $105 million usage (voluntary use) Service Districts $20 million usage (voluntary use) Higher Education $108 million usage (voluntary use)

  16. Voluntary Users = Best Evidence Of State Contract Value Public Ed = $105 million (voluntary use) Higher Ed = $108 million (voluntary use) Cities = $84 million (voluntary use) Counties = $54 million (voluntary use) Service Districts = $20 million(voluntary use) Total = $371 million Voluntary users only use state contracts because they have the best price, best warranties, best service agreements, best contract terms and conditions, etc.

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